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Free Text Invoice workflow - posting date

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Posted on by Rui Reis

Hi all,

We have a workflow for approval for our free text invoices, depending on some values.
It works fine but we´re having a doubt about the posting dates.

Imagine the original FTI date is 05 jan, but because the wf are going through more than 1 approver, the invoice only gets approved by 10 jan.

This invoice gets the number sequence of the invoices posted on 10 jan, but gets posted with its original date (05 jan), generating a misunderstanding between dates and number sequence.

Does anyone knows if it is possible to force this invoice issue date with the final approval date? I mean, if it is approved only in the 10 jan, its posting date should be 10 jan.

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Morgan Bazin 95 on at

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To my knowledge, this would require a customization, however, it could create issues with your month-end processes and with the principle of revenue recognition.

For example, if you have an invoice for a sale that occurred on January 29, the invoice would be entered with a date of January 29. Assume the approval workflow does not complete until Feb. 4. By changing the date on the invoice, you would understate revenue for January, and overstate for February.

What do you mean by misunderstanding between dates and number sequence?

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SouravDam 11,730 on at

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Hi Rui Reis,

As Morgan already mentioned.. this needs customization to achieve.

But does it really make sense! As your revenue recognition will impact for sure with such decision.

If you go through customization, then you can develop as per below:

-- Pick the workflow completion date from workflow history of that free text invoice and match it with the free text invoice 'date'.

Means, system should update the same date in FTI invoice date = workflow completion date.

Alternative solution is (and this is I can recommend in order to avoid such customization):

1) Set the workflow approval time limit in the workflow designer. Say 2 or 3 days maximum within which all approvers at different levels must approve the document.

2) In case for any reason, the workflow is not approved within specified time frame, then system will auto reject the workflow. Such condition you can set in the workflow designer itself.

3) If point 2 is satisfied, then you will again have the option to select any date in advance in the free text invoice date field (say 2 or 3 days advance from the current system date as per the maximum workflow approval time limit you set) and re-submit for approval.

Also, to support the maximum time limit for workflow approval, you can set workflow email notification which will trigger mail mentioning the due date for approval. It will ultimately create an awareness for the approvers to take action in the workflow on time.

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Rui Reis 20 on at

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Hello Morgan and thank you for your reply.

When I say misunderstanding is because this sequence of steps:

- the credit note (our wf is for those) is submitted to approval in which it has to go through 3 different users, and it gets to the free text list without number (not posted);

- after a few days it gets finally approved and posted, and gets a numbering sequence of the current day (when it´s approved), but a posting date of the day it was submitted...

So when looking at the FT list, organized by date desc, the numbers seem strange whenever there is one of these..

I think we wouldn´t have no issue in revenue, because that credit notes are in fact really posted and recognized in the day they are approved and pass from "not posted" to a given number.

Do you think there is any possibility without customization?

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nunomaia 25 Moderator on at

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Out of the box is not possible. Workflows in D365 are designed to approve the way user made the input.

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